21-444-80-0846-01 Community Youth Services Continuation Application

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services 
2. Agency Contact: Frances Collins, Bureau Chief
Illinois Department of Human Services
Division of Family and Community Services
Bureau of Positive Youth Development
823 E Monroe, Springfield, IL 60701
Frances.Collins@illinois.gov
3. Announcement Type: Continuation Announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 21-444-80-0846
6. Funding Opportunity Title: Community Youth Services 
7. CSFA Number: 444-80-0846
8. CSFA Popular Name: Community Youth Services
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 22
11. Estimated Total Program Funding: $7,000,000
12. Award Range $0 to $80,000 for Established Community Committees
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs It is expected that administrative costs
both direct and indirect will represent a
small portion of the overall program budget.
16. Posted Date: April 21, 2020
17.Application Range: April 21, 2020 to May 21, 2020 by 12:00pm (noon)
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No
  1. Eligibility Information
    1. Eligible Applicant
      This Continuation Application is limited to those public or private, not-for-profit community-based agencies who received an award from the Illinois Department of Human Services, Division of Family and Community Services for the implementation of the Community Youth Service Program (CYS) pursuant to DHS Funding Notice (#20-444-80-0846) and continue to meet the additional eligibility criteria below. Failure to provide the requested information as outlined herein to demonstrate these criteria are met will result in the application being removed from funding consideration.
    2. Pre-Qualification
      Applicant entities will not be eligible to apply for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov Grantee Links tab. Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated. Applicants must be pre-qualified, therefore, applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. A statement indicating the applicant has completed Pre-Qualification steps and is currently Pre-Qualified will be required with the application. (A screenshot indicating the applicant has completed Pre-Qualification steps and is currently Pre-Qualified will also be accepted).
      The Provider's proposed budget must be entered into the CSA system. The completed budget must be electronically signed and submitted in the CSA system, and a printed copy of the signed and submitted budget must be included with the application. To do this, the following is required: at a minimum, the applicant agency's Chief Executive Officer (CEO) or equivalent, or the Chief Financial Officer (CFO) or equivalent must be registered in the CSA system to electronically sign the required budget documents prior to submission. Budgets not submitted as described here and by the due date and time will not be considered.
      For more information about submitting a budget in the CSA system, refer to Appendix 12 and also see:
      http://www.dhs.state.il.us/OneNetLibrary/27896/documents/GATA_2020Grants/GATA2020links/IDHSBudgetTrainingManual_Revision032719.pdf 
    3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
      Each applicant is required to:
      1. Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://www.sam.gov/SAM/;
      2. provide a valid DUNS number in its application; and
      3. continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
        DHS may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.
    4. Unique entity identifier and System for Award Management (SAM)
      Each applicant is required to: (i) Be registered in SAM before submitting its application; (ii) provide a valid unique entity identifier in its application; and (iii) continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by the Department.
      The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements and, if an applicant has not fully complied with the requirements by the time the Department is ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant. Please refer to Section A. Eligibility Information & Grant Funding Requirements for additional information and detail regarding SAM.
    5. Pre-Award Requirements
      The pre-award process includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire (ICQ) and a Programmatic Risk Assessment (PRA). The PRA must be completed for each separate grant for which an applicant intends to apply. The Department may NOT issue a Notice of Award or a Grant Agreement to any applicant that does not have a submitted and approved FY21 ICQ and a submitted and complete FY21 PRA for the Illinois Youth Investment program. While these are NOT required prior to submitting the application, they are required prior to the Department issuing an award.
      Applicants that have not completed an FY21 ICQ and/or an FY21 PRA at the time of application will be contacted by the Department to complete these Pre-Award requirements.
      These grantee pre-award requirements are mandated by Federal Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA). Grantees must complete these requirements prior to receiving a grant award from the State of Illinois.
    6. Mandatory Requirements of Applicant
      The Mandatory Requirements are essential items that must be met by the Applicant. If any Mandatory Requirement is not met, the responding Applicant's entire proposal will not be considered. DHS is not obligated to make an award to any applicant that fails to meet all mandatory requirements.
      1. Technology: Agencies awarded funds through this funding notice must have a computer that meets the following minimum specifications for the purpose of receipt/submission of electronic program and fiscal information:
        • Internet access, preferably high-speed
        • Email capability
        • Microsoft Excel
        • Microsoft Word
        • Adobe Reader
      2. State and Federal Laws and Regulations: The agency awarded funds through this NOFO must agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).
    7. Additional Eligibility:
      1. Applicants must commit to being trauma-informed as recognized through the CBAT-O Assessment tool by 6/30/21. Applicants must be trauma-informed and demonstrate an ongoing commitment to developing/maintaining trauma informed capacity within the organization. Training and technical assistance will be made available to continuation applicants to achieve/maintain this status. ICOY's link: https://www.icoyouth.org/capacity-building/illinois-department-human-services-supported-training
      2. Applicants agree to provide Community Youth services as describe in CYS Deliverables and Performance Standards.
      3. Collaboration with local Family and Community Resource Centers (FCRCs): Providers will maintain a collaborative working relationship with the local DHS FCRCs. This will include outreach to FCRCs to develop awareness of the Community Youth program, recruit potential participants, and regularly participating in local FCRCs' service provider meetings as requested. Additionally, Providers are required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements.
      4. Program Evaluation Reporting Requirements: Providers will be required to participate in evaluation efforts as directed by the Department and/or its subcontractor(s) and collect and report data accordingly. All Providers are required to utilize the Department's reporting system for all youth served. Providers will be required to report quarterly regarding program performance measures and outcomes. Providers will be required to participate in a Department directed Performance and Standards Assessment review. A year-end program and performance measures and outcomes report will also be required. Additional data and information may be requested throughout the year as determined by the Department
      5. Hiring and Employment Policy: It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
      6. Training and Technical Assistance: Programs must agree to receive consultation technical assistance from authorized representatives of the Department. The program and collaborating partners will be required to be in attendance at site visits. Programs will be required to attend regular meetings and training as provided by the Department or a subcontractor of the Department and should budget accordingly.
      7. Sectarian Issue: Applicant organizations may not expend federal or state funds for sectarian instruction, worship, prayer, or to proselytize. If the applicant organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
      8. Background Checks: Background checks are required for all program staff and volunteers who have the potential for contact with youth under 18. These background checks must be completed in
        advance of individuals working directly with youth. Such individuals will authorize such checks in writing and submit to fingerprinting when required. The agency shall retain the signed form authorizing the background check. All background check information, including the signed authorizing forms shall be maintained separately in a confidential file, apart from the employee's personnel records. Funded programs will be required to have a written protocol in place detailing the requirement for background checks; evidence of their completion; the protocol for reviewing and making determinations regarding results; etc. In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children.
      9. Child Abuse/Neglect Reporting Mandate: Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), mandated reporters are professionals who may work with children in the course of their professional duties. Mandated reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Programs funded through this grant opportunity must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.
    8. Eligible Project Types
      1. The CYS program model may reflect a one-to-one ratio of one Area Project Board working with a single Community Committee, the model may also reflect a one to multiple approach as well. Therefore, applications will be accepted as follows:
        • Single Projects - One Area Project Board responsible for a single Community Committee.
        • Multiple Projects - One Area Project Board responsible for Multiple Community Committees.
        • Combination: Any combination of Single Projects and or Multiple Projects
      2. If your continuation application is Multiple Projects or Combinations; the Budget Narrative section of the application must describe and detail expenditures separately by Community Committee. Additionally, a separate budget summary sheet (Appendix 13) detailing proposed expenditures for each separate Community Committee must be completed and included with the application as Attachment 15.
      3. If Multiple or Combination Projects are requested; one combined budget must be submitted into the CSA system. (Refer to Appendix 12 for instructions)
      4. Maximum awards amounts are determined based on the following:
        •  Established Community Committees- Up to $80,000 each
      5. The CYS program model may reflect a one-to-one ratio of one Area Project Board working with a single Community Committee or a one to multiple ratio, because of this, if multiple Community
        committees are requested to be supported by a single Area Project Board, applicant must provide clear and convincing evidence/justification in the program narrative describing the need to combine Community Committees under a single Area Project Board. While applicants may request multiple Community Committees under a single Area Project Board, multiple Community Committees will only be funded if the need, benefit and Area Project Board representation is met and supported with convincing evidence/justification. Applicants will be asked to:
        • Make the case as to why the proposed Community Committees should be combined under a single Area Project Board - discuss the communities' commonalities and the circumstances that uniquely tie them together; demonstrate/justify why it is more beneficial for a single Area Project Board to oversee the proposed number of Community Committees rather than develop a more local Area Project Board.
        • Demonstrate how each member of the Area Project Board will contribute to the success of each Community Committee and represent each of the designated service areas (Community Committees) proposed. The grant requires that Area Project Board members must; 1.) contribute to the success of the program and 2.) represent the designated service area (Community Committee). 
          Following the application review, the Department reserves the right to approve all or deny any portion of the continuation application. In other words, if any combination of multiple communities or Boards are requested, it is possible that the Department will recommend funding of all proposed communities or any number of communities less than proposed.
          Following the application review, the Department reserves the right to approve all or deny any portion of the continuation application. In other words, if any combination of multiple communities or Boards are requested, it is possible that the Department will recommend funding of all proposed communities or any number of communities less than proposed.
  2. Funding Information and Requirements
    1. Funding Information
      1. This funding notice is considered a Continuation Application for renewal funding
      2. The Department anticipates funding 22 renewal applicants to provide Community Youth Services program services under this funding notice based on the availability of funds.
      3. All funding is subject to appropriation. The grant period will begin no sooner that July 1, 2020 and continue through June 30, 2021.
      4. This award is funded with State General Revenue funding and does NOT have an in-kind and/or financial match requirement.
      5. Funded projects will include Single Projects - One Area Project Board responsible for a single Community Committee. Multiple Projects - One Area Project Board responsible for Multiple Community Committees and Combinations: Combinations of Single and/or Multiple projects.
      6. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget.
      7. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by IDHS. This includes names of all staff identified in the budget. Applicants will NOT receive a grant
        agreement until after their budget has been approved through the CSA system. Refer to Appendix 12 for additional instructions for registering and completing budgets in the CSA system.
      8. Established Community Committees - Up to $80,000, If multiple Community Committees are requested, a single combined budget must be submitted in the CSA system. Individual summary budgets will also be required per Community Committee.
      9. Successful applicants under this funding notice may be eligible to receive up to one (1) subsequent one-year grant awards for this program.
      10. Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful
      11. Applicant Agency shall retain sole responsibility for the performance of the subcontractor. Subcontractor budgets are not entered in CSA, forms can be found via link listed in Appendix 12.
      12. Pre-Award costs will be allowed prior to the execution date of the award under the following conditions:
        • the applicant must have received and accepted the Notice of State Award (NOSA) and
        • Submitted any and all requested program plan and budget revisions per the NOSA and
        • May Not incur pre-award cost prior to 7/1/2020 
          The release of this funding notice does not obligate the Illinois Department of Human Services to make an award. Work cannot begin until a contract is fully executed by the Department.
    2. Grant funds - Use Requirements
      All applicants will use grant funds according to the guidelines, conditions and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
      Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs.
      1. Allowable costs:
        Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. Funding allocated under these grants is intended to provide direct services to youth. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
      2. Unallowable costs
        Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from DHS:
        1. Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
        2. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
        3. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
        4. Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
        5. Deposits for items, services, or space
      3. Limitation of Use of Award funds for Employee Compensation: With respect to any award over $250,000, recipients may not use federal funds to pay total cash compensation to any employee that exceeds 110% of the maximum annual salary payable to a member of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. A salary table is available at the U.S. Office of Personnel Management website https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/pdf/2019/ES.pdf
      4. Indirect cost requirements
        In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.
        Every organization that receives an FY2021 state award must make an indirect cost rate proposal or election in the Crowe Activity Review System (CARS), including organizations that are choosing not to claim payment for indirect costs.
        CARS URL: https://solutions.crowe.com/CARS/StateofIllinoisGOMB/Login.aspx 
        Indirect Cost Rate Election:
        1. Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA as Attachment 13.
        2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate.
        3. De Minimis Rate. An organization that has never received a Federal or State Negotiated Rate may elect a de Minimis rate of 10% of modified total direct cost (MTDC). Once established, the de Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the de Minimis rate. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.
          2 CFR § 200.68 Modified Total Direct Cost (MTDC).
          MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
        4. "No Rate": Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
          Crowe Activity Review System (CARS).
          CARS will allow your organization to document your already established federally approved indirect cost rate, complete an indirect cost rate proposal (see State Negotiated Rate above), elect to charge the De Minimis rate (10%) of modified total direct costs (MTDC), or select that no reimbursement of indirect costs will be requested. Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
          1. Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification or invitation to the CARS system.
          2. Organizations that have previously established an indirect cost rate election must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
          3. Every organization must make an indirect cost rate election in CARS even if the organization is choosing De Minimis Rate or "no rate". Organizations that do not make an election or submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
          4. For more information, see https://www.illinois.gov/sites/GATA/Pages/default.aspx.
      5. Administrative costs
        It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved NICRA be exceeded under this agreement. Documentation will be required to verify the approved NICRA.
      6. Simplified Acquisition Threshold
        Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2CFR200 Section 200.88). Therefore, the grantee must be aware of the following regarding the Simplified Acquisition Threshold as it will be applicable to any qualifying sub award:
        • That the grantee agency, prior to making a sub-award with a total amount of funds greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
        • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that the awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
        • That the awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under awards when completing the review of risk posed by applicants as described in §200.205 awarding agency review of risk posed by applicants.
  3. Program Description
    Community engagement builds "social capital" - social ties, networks, and support - which is associated with better community health and well-being. Everyone - parents, residents, youth, businesses, educators, health care institutions, law enforcement - has a role in creating healthier and safer communities for youth. Increasing the focus on delinquency and violence prevention will help improve a community's health, quality of life, and prosperity and increase the likelihood that youth lead productive lives. 
    Community engagement is a thoughtful approach to planning and the design of services, which includes input from interested community stakeholders throughout the process. Engagement builds trust and leads to success. Participatory decision-making can uncover and mobilize community assets, strengths, and resources that would have been otherwise overlooked. Building the capacity of community member recognizes the vast wisdom community residents possess and empowers stakeholders to solve their own community issues as they have the most at stake. 
    In an effort to strengthen communities and ensure youth reach their greatest potential, a systematic planning approach inclusive of public health principles provides the framework for preventing violence and delinquency. A public health approach seeks to improve the health and safety of youth by addressing underlying risk factors and conditions that increases the likelihood of youth engagement in unhealthy or risky behaviors. Through the provision of primary, population-based prevention activities and strategies, youth can avoid negative consequences (i.e., school dropout, violent crimes, engagement in the juvenile justice system, substance use/addiction and pregnancy) and achieve better long-term outcomes (i.e., high school graduation, attending institutions of higher education or trade schools, employment).
    The purpose of the Community Youth Services (CYS) grant program is to develop, and implement, strategies, activities, and services that are intended to prevent delinquency and violence among Illinois youth who are 11 to 24 years of age. The CYS program focuses on community engagement, strategic planning, services (coordination, linkage, and/or delivery) and referral. The CYS grant program represents a comprehensive approach. 
    To achieve the goal of reducing the rates of delinquency and violence among youth ages 11 to 24 in designated service areas, all Applicants are required to address the following objectives. 
    1. Increase in community engagement for developing and supporting delinquency and violence prevention.
      • Increase in community member engagement in the development of the plan - assessment, summarizing and analyzing data, prioritization, and selection of strategies and programs.
    2. Increase in meaningful youth involvement in the development of delinquency and violence prevention.
      • Improve youth decision-making in the development of the plan - assessment, summarizing and analyzing data, prioritization, and selection of strategies and programs.
      • Improve youth role in educating peers regarding available community resources.
      • Ensure services and programs selected are a good fit (age, developmental, and culturally appropriate) for the youth population.
    3. Increase youth connection to existing health, employment and human services.
      • Increase youth knowledge of available services.
      • Increase youth knowledge of their rights and fees associated with services.
      • Ensure services that are referral sources are youth-friendly (youth are welcome and served with dignity and respect, hours of operation can accommodate youth, etc.).
      • Increase youth (16-24 years of age) knowledge of available employment opportunities.
      • Increase youth (16-24 years of age) knowledge of youth employment training programs and resources.
      • Increase youth (16-24 years of age) referrals to youth employment programs and training programs.
    4. Increase in family communication and supervision of youth. Examples:
      • Increase in parental monitoring of youth - knowing friends and whereabouts of their children.
      • Increase parent use of clear and consistent rules and implementation of age and developmentally-appropriate consequences.
      • Improve parent/child communication so that youth see their parent as a trusted resource.
      • Increase parent ability to communicate important behavioral health (alcohol, tobacco and other drug use, sexual activity, and abstinence) and aspirations for the future.
      • Increase parental monitoring of academic performance.
    5. Increase in life skills development that will lead to self-sufficiency and delay and deter engagement in risk behaviors - alcohol tobacco and other drug use, sexual activity, fighting, gang involvement, etc. Examples:
      • Increase youth life skills such as problem solving, conflict resolution, decision making, handling peer pressure, relationships, coping, and stress management.
      • Increase youth communication skills - interpersonal, writing, and oral.
      • Increase youth recognition of feelings and how feelings influence their behaviors and actions.
      • Increase youth understanding in managing money, budgeting, and managing a checking account.
      • Increase youth skills in using existing health, employment, and human services.
    6. Increase in preparation to continue onto college and high-demand career fields by youth. Examples:
      • Increase youth knowledge of career options, salaries, and quality of life issues associated with various professions.
      • Increase youth awareness of their talents, skills, interest areas, and aspirations and their relationship to choosing a future career.
      • Increase youth abilities to accurately identify education and training associated with career options identified as an interest.
      • Increase youth knowledge of opportunities (i.e., internships, obtaining work experience) that can provide valuable insight and exposure to future professions.
      • Increase youth exposure to adults engaged in careers.
      • Improve youth career exploration skills.
      • Improve youth goal setting skills.
      • Improve youth knowledge of the relationship between school course work and related careers.
      • Improve youth understanding of the pathways to reaching goals related to career options of interest.
      • Improve youth understanding of degrees and training programs related to career options.
      • Increase youth knowledge of financial aid, scholarships and support available education and training.
    7. Increase educational aspirations by parents. Examples:
      • Improve parent expectations for their child's academic attainment.
      • Improve parent support for their child's future aspirations.
      • Improve parent communication with key school personnel (teachers, counselors, etc.), ability to advocate for needed services (i.e., tutoring).
    8. Improve the physical environment including school climate in local schools within the designated service area through advocacy strategies. Examples:
      • Improve communication and action by community leaders to address the physical conditions (lighting, safe playground and safe equipment, removal of graffiti, cleanliness - removal of trash, broken glass, and abandoned vehicles, beautification - community gardens, maintenance of lots) in public places such as parks, vacant lots, retailers, etc. in the designated service.
      • Improve the access (i.e., safe passage, days and hours of operation) to existing resources.
      • Improve school disciplinary policies.
        NOTE: Providers will evaluate objectives by using tools provided by IDHS and will be reported by the established deadlines.
        The proposed program approach includes strategies that are intended to refer and link youth who are in need to an array of support services. Moreover, the proposed approach will implement strategies designed to affect environmental and individual changes. These strategies include:
      • Recruiting and maintaining involvement from indigenous leaders and community stakeholders.
      • Defining the problem through the systematic collection of data and information about the magnitude, scope, characteristics, and consequences of violence and delinquency.
      • Identifying the factors that increase or decrease the risk for violence and delinquency, and the factors that could be modified through advocacy and programs. Prevention generally targets specific risk factors, but also aims to promote healthy behaviors and foster safe environments.
      • Implementing effective and promising services and programs targeting multiple domains: individual (youth and peers), family (parents/care givers), and community (physical environment).
      • Referring and linking youth to a network of agencies and organizations that can assist youth in addressing an array of health (e.g., behavioral and physical), human (e.g., sexual assault, connecting to benefits such as child care), and employment issues. 
         
        Related to and supporting the successful implementation of the CYS program, the following activities will be delivered. The Area Project Board, Community Committee, and Youth Committee must target at least one of the following age groups/grade levels: 11 to 13 years old (6-8th grade), 14 to 18 years old (9-12th grade), and/or 19 to 24 years old (young adults).
        1. Develop and/or work with at least one established Area Project Board and one established Community Committee.
        2. Develop and/or engage with at least one established Youth Committee.
        3. Engage established Community Committees in an assessment update and develop an assessment summary that entails the review of the data collected (data, existing resources and gaps) and a
          prioritization of the data based upon the results of the assessment and the assessment update.
        4. Develop, and or update a community action plan. The action plan must include an identified need, problem statement, activity goal, activity objective, type of service(s) addressing the issues of delinquency and violence prevention for the designated service area.
        5. Identify youth-serving organizations and providers for the purpose of linkage and referral.
          NOTE:
          • Services may complement, but not duplicate, existing services in the designated service area. Funds may not be used for any treatment services.
          • The Applicant must indicate how direct services identified in the plan will be funded (i.e., use of volunteers, fundraising, grant funds).
          • If a portion of the grant funds will be used to support the activities and strategies, the amount allocated for this purpose must be indicated in the budget narrative.
          • Funds must not be allocated for direct services until the community action plan is approved.

Community Youth Services Program (CYS) Deliverables and Performance Standards

The following information defines the major deliverables and performance standards aimed at reaching the goal of decreasing delinquency and violence referenced in the above Program Description.

  1. Retain highly qualified (experience and education) staff who will dedicate their time and effort to the CYS program.
    • At least one part-time (.5 or higher) highly qualified (experience and education) Community Youth Worker was retained for the CYS program.
  2. Develop and or worked in partnership with at least one Area Project Board committed to developing, managing, providing, and coordinating community service programs. The Area Project Board must meet every two months, at minimum and must be comprised of representatives, traditional and non-traditional partners, who can contribute to the success of the CYS program and represent the designated service area. Membership shall include equal representation from all Community Committees of the Area Project. The Area Project Board must identify a chairperson and treasurer. A member of the Area Project Board may only represent one sector. There is a minimum of ten required sectors to establish an Area Project Board. Area Project Board members may NOT receive payment for their service to the Board. The sectors BELOW must be represented on the Area Project Board.
    1. Business
    2. Civic/Volunteer
    3. Community Residents
    4. Parents of middle school/junior high students, high school students, alternative high school students, and young adults
    5. School representatives (representing middle, high, and alternative schools and institutions of higher education)
    6. Healthcare (e.g., hospitals, health departments, federally-qualified health centers)
    7. Judicial/Courts
    8. Social service agencies (i.e., sexual assault prevention providers, mental health treatment, substance abuse treatment providers, youth-serving organizations)
    9. Faith-based organizations
    10. Media
    11. Law enforcement
    12. Local government
    13. Members from each Community Committee
    14. Philanthropic
    15. Youth
      • All 10 of the required sectors must participated on the Area Project Board and the required sectors must attend at least 75% or more of the scheduled meetings.
      • One chairperson and one treasurer were identified.
      • How many required 100% of the Area Project Board meetings were held.
      • At least one member from each Community Committee(s) must participated on the Area Project Board.
  3. Develop and or worked with at least one established Community Committee. The Community Committee must meet on a quarterly basis, at minimum. The Community Committee must be comprise of representatives, traditional and non-traditional partners, who can contribute to the success of the CYS program and represent the designated service area. The majority of the Community Committee membership must be residents and/or parents of the designated service area and the Committee must be comprised of at least ten required sectors (parents and residents are considered two of the required sectors). Community Committee members may NOT receive payment for their service to the Committee. The sectors BELOW must be represented on the Community Committee.
    1. Business
    2. Civic Volunteer
    3. Parents of middle school/junior high students, high school students, and alternative high school students
    4. Judicial/Courts
    5. Residents and indigenous leaders in the community
    6. Schools (representing middle, high, and alternative schools)
    7. Healthcare (e.g., hospitals, health departments, federally-qualified health centers)
    8. Social Service Agencies (e.g. sexual assault prevention providers, mental health treatment, substance abuse providers, youth serving organizations)
    9. Faith-based organizations
    10. Media
    11. Law enforcement
    12. Local government
    13. Philanthropic
    14. Youth
      • A minimum of ten of the required sectors must participate on the Community Committee and the required sectors must attend at least 75% or more of the scheduled meetings.
      • More than 51% of the members were residents and/or parents.
      • How many required 100% of the Community Committees meetings were held.
  4. The Community Worker in partnership with the Community Committee must complete a community assessment update comprised of the following components, at minimum: (1) review objective data (self-report and social/archival data sources), (2) conduct key informant interviews with community stakeholders, (3) conduct a resource assessment (creating an inventory of existing youth services and identification of the gaps) and (4) conduct an environmental scan of the designated service area (i.e., if there is a park, the condition of the park described in writing or through a photo). Youth must be engaged in the assessment in at least two of the assessment activities (e.g. youth are engaged the environmental scan and take photographs of the conditions of the neighborhood, public parks, empty fields, forest preserves) and the assessment must be re-evaluated and or updated every three months.
    The updated assessment data must be used to identify at least one problem, at least one goal, address all (8) objectives, utilizing the (3) service components (Organizing, direct and advocacy) and including the strategies and activities that will address the objectives. The Community Committee must develop a community action plan that outlines the problem, goal(s), objectives, service components and the strategies and services that will be delivered to address delinquency and violence in the designated service area. Additionally, the community action plan will (1) identify gaps and a plan for addressing service gaps found in the designated service area, (2) promote and refer youth and families to existing services to ensure youth and families are aware and use the existing resources in the designated service area, and/or (3) identify services that complement, but not duplicate existing services in the designated service area. The Applicant must also indicate how direct services identified in the plan will be funded (i.e., use of volunteers, fundraising, grant funds).
    1. At least four assessment methods (objective data, key informants, resource assessment, and environmental scan) were used to assess needs in the designated service area.
    2. Each Community Committee was developed and submitted one assessment summary inclusive of the identification of existing services, service gaps, and needs for the designated service area.
    3. Youth are engaged in at least two assessment methods.
    4. Each Community Committee was developed and submitted one community action plan including all aforementioned components (problem statement, goal(s), objectives, strategies and activities) for the designated service area.
  5. At least one Youth Committee will be developed that includes members of the target population from the designated service area. If one or more age groups are targeted to participate on the committee, the youth must be close in age (no more than four years difference). For example, a 13 year old and 24 year old could not participate on the Committee; however, a 13 year old and 17-year-old could serve on the same committee. Youth must reflect the demographics in the community and include a cross-representation of youth (school and/community involvement - high, low or no involvement, academics - good to bad grades, areas of interest, school attendance - high, low or no attendance, various values, beliefs and perspectives, etc.). More than one Youth Committee may be established. The Youth Committee (YC) must support the Community Committee's goal (s) and objectives and also be engaged in the following activities, at minimum, to ensure all services and activities are relevant for the target population: (1) community action planning -- the assessment, the selection of programs and strategies and the other activities as noted in #3 and #4 under Section A: Community Youth Services Deliverables and Performance Standards, (2) referral activities to ensure agencies listed in the referral guide are youth friendly, and (3) development of a referral guide and implementation of a plan for the distribution of the referral guide.
    1. One Youth Committee was established inclusive of members from the target population of the designated service area.
    2. Evidence (i.e., meeting minutes) that the Youth Committee was engaged in community action planning and referral activities.
    3. One Youth Referral Guide and distribution plan for the Youth Referral Guide was developed and updated.
  6. The Community Committee(s) is required to engage the Youth Committee and establish and maintain formal communication with the Youth Committee.
    1. One formal communication channel was established between the Community Committee and Youth Committee.
  7. In partnership with the Youth Committee, a plan for the development or update and distribution of one Youth Referral Guide. The Guide must provide information regarding organizations in or near the designated service area. Linkages or Memorandums (MOU's) must be identified and established and for future referral making with the network of organizations including IDHS-funded providers such as comprehensive community-based youth services (see list below), youth-serving organizations (i.e., park district, Boys and Girls Clubs, Big Brothers Big Sisters, 4-H Cooperative Extension), human (i.e., sexual assault), and healthcare organizations (i.e., substance abuse treatment, mental health providers, public health departments, school-based health clinics) that can provide high quality services for youth. The format and type of guide is to be determined in partnership with the Youth Committee.
    1. One Youth Referral Guide, targeting youth, was developed and distributed in partnership with the Youth Committee.
    2. The Youth Referral Guide was comprised of at least four types of services.
    3. The format for the Youth Referral Guide was determined in partnership with the Youth Committee.
    4. 80% of the linkages were established for future referral making to the network of organizations including providers such as comprehensive community-based youth services and other IDHS-funded services (see the list below) as well as other social, human, and healthcare organizations (e.g., substance abuse treatment, mental health providers) that can provide high quality services for youth and their families. (1) Comprehensive Community-based Services (CCBYS), (2) Redeploy, (3) Juvenile Justice Councils, (4) County Probation Departments, (5) Teen REACH, (6) Community Youth Employment Program, (7) Homeless Youth, (8) Substance Abuse Prevention Program, (9) Teen Pregnancy Prevention Program.
  8. Identify, develop, and regularly update (every two month) a resource to promote job training and youth employment opportunities with those who are 16 to 24 years old nearby or in the designated service area.
    1. One resource for the promotion of job training and youth employment opportunities, nearby or in the designated service area, was developed and shared with those who are 16 to 24 years old.
    2. The resource was updated every two months during the fiscal year.
  9. The three service components (organizing, advocacy, and direct service) was delivered in each non-planning year. All Established communities work plan shows application of the three service components
    1. Three components (organizing, advocacy, and direct service) were provided for established communities or planned for in the community action plan for new communities during the fiscal year.
  10. The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 30th of each month for the preceding month by email. 100% of the required documentation must be submitted by established deadlines
  11. Quarterly Program, Narrative and Performance data reports will be submitted by email in a format prescribed by the Department, no later than the 15th of the month immediately following the quarter for the preceding quarter 100% of the required documentation must be submitted by established deadlines
  12. Program Deliverable such as meeting agendas, meeting minutes, rosters for the Area Project, Community Committee(s), Youth Committee must be maintained by all established communities See Section G: Award Administration Information - #3: Reporting.
    1. 90% of the meeting agendas, meeting minutes, and rosters were submitted by the established deadlines See Award Administration Information - #3: Reporting.
  13. Participate in an evaluation (formal) of the program using a format developed by IDHS that includes identified data collected for the project by the established deadlines.
    1. Provider participation in evaluating implemented activities.
    2. Providers administered evaluation tools to 90% of the program participants.
  14. Maintain on site other required documents (Youth Referral Guide, Distribution Plan for Youth Referral Guide - See Award Administration Information - #3: Reporting) by the established deadlines.
    1. 90% of the required documentation is submitted by established deadlines.
  15. Project coordinator must attend and participate in CYS required meetings.
    1. 90% of the meetings were attended by the Project Coordinator.

Application Components

  1. Uniform Application for State Grant Submission:
    1. Proposal Narrative Content: Continuation applicants must submit a completed and signed Uniform Application for State Grant Assistance. The 3 page application may be found at this link (pdf). All applications must contain the information outlined below. Each section must have a heading that corresponds to the headings in bold type listed below. If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. The narrative portion must follow the page guidelines set for each section and must be in the order requested.
      Applicant agencies will provide the following information.
      1. Executive Summary 
        Complete Appendix 14 - Executive Summary and Include as Attachment 16.
        1. Overview of Application
          • Provide an overview of the total number of Area Project Boards and Community Committees requested in the application and the total funding requested.
          • Identify each Area Project Board name and indicate if it is New or Established.
            • Complete Appendix 3 and include as Attachment 9.
          • Identify each Community Committee name and service area - indicate if it is New or Established.
        2. Provide a brief overview of the of the application. Please be concise and direct in your description and provide summarize the services proposed with these funds. Identify the outcomes that will be achieved for each Community Committee proposed. This description should provide a clear understanding of how these services will be delivered, the process, and how services will be individualized to each Community and Youth Committee.
      2. Capacity - Agency Qualifications
        The purpose of this section is for the applicant to present an accurate picture of the agency's ability to provide services in the area of delinquency and violence prevention. The Information in this section was provided in your FY20 NOFO application; if your agency has revised and or updated any of the sections below please provide those changes per the following:
        1. Provide convincing evidence that the applicant agency is capable of carrying out the proposed program - i.e., to ensure implementing and expanding strategies, activities, and services that are intended to prevent delinquency and violence among Illinois youth who are at risk.
        2. Describe experience that your agency has organizing, developing and managing multi-system Boards or Committees around a common purpose. Particularly describe if this experience has been focused on issues relevant to at-risk youth and at-risk communities.
        3. Describe the experience that your agency has in conducting delinquency and violence prevention services for youth (11 to 24 years of age) who's safety is compromised and are at risk for negative consequences in the community (i.e., school dropout, violent crimes, engagement in the juvenile justice system, substance use/addiction and pregnancy). Describe relevant major accomplishments of your organization in the area of services to this population in achieving better long-term outcomes (i.e., high school graduation, attending institutions of higher education or trade schools, employment, military career etc.).
        4. Provide a description of your agency's current programs and activities relevant to the services described in this NOFO. Please describe how these programs currently impact the targeted population. Please include as Attachment 1 an organizational chart of the applicant organization, showing where the program and its staff will be placed. If subcontractors will be used, include the relationship with those organizations in the chart.
        5. Identify key staff positions that will be responsible for the program. Include evidence that your agency maintains adequate staff coverage. Present the résumés of the Community Youth Service Coordinator, Community Worker, Agency Director and Fiscal Manager as Attachment 2 of your proposal (see Appendix 1).
        6. Job descriptions for all employee positions that will be funded in whole or in part with this grant, and an indication of the percent of time those employees will spend in this program. Programs must recruit and hire staff that is qualified for the positions through education, experience and/or training. Include the job descriptions in Attachment 3.
        7. Include as Attachment 4 the Program Contact Information Forms for the Grantee (see Appendix 1).
        8. Also include in Attachment 5 copies of corresponding subcontractor agreements and Budget.
        9. A description of your agency's readiness for service provision commencing July 1, 2020, taking particular note of the following:
          1. Describe the agency's willingness to ensure that all staff will participate in training sessions devoted to basic concepts of community youth services, i.e. community engagement, recruiting committees, prior to commencement of service delivery. For purposes of the proposal, assume that if your agency requires training on quarterly reporting, monthly fiscal reporting, data collection, the Department will provide that training to appropriate staff within your agency prior to commencement of services.
          2. Discuss your readiness in terms of the physical space where the Community Youth Services program activities will be carried out. Describe whether this is space your agency currently occupies (and/or pays for), whether it is under construction, or if arrangements to rent/lease/buy or build a physical facility are not yet final. Include in Attachment 6 of your application copies of any agreements or other documents (lease, rental agreement, evidence of ownership, etc.) to illustrate your situation with regard to physical space. Include Subcontractor Information Forms if applicable as Attachment 5 (see Appendices 10 & 11)
          3. Discuss your readiness to recruit sectors members to maintain the foundation of your agency Area Project Board, Community Committee and Youth Committee.
          4. A description of existing linkages, Memorandum of Understanding and/or referral procedures your agency has with other community resources and services essential to the positive development of youth, including physical and mental health, probation, truancy and education services. Include copies of signed, current existing linkage agreements and or memorandum of understanding in Attachment 7 of your application.
          5. A description of any certifications or accreditations (e.g. C.A.R.F., J.C.A.H.O., etc.) your agency may have and how they improve your ability to deliver the Community Youth Service program. Include copy of certification in Attachment 7 of your application. Also, a description of the applicant's quality assurance process, if any.
          6. Describe your experience with capacity to conduct process and outcome evaluation activities. Explain the ways your agency organizes and maintains data (i.e., rosters, satisfaction survey, content logs). Describe your data collection activities related to reporting outcomes and your capacity to summarize, report, and use data for program planning, improvement, revision, or elimination. Discuss how you have shared information (measures and results) with community stakeholders, institutions, and community representatives for planning and evaluation purposes.
        10. Applicants must provide documentation to support if the applicant organization is a trauma-informed organization as recognized through the CBAT-O Assessment tool in Attachment 7 and provide a statement of an ongoing commitment to further developing/maintaining trauma informed capacity within the applicant organization; or applicants must provide a statement demonstrating a commitment to develop and maintain trauma informed capacity within the applicant organization. Assessment, training and technical assistance will be made available to successful applicants to achieve/maintain this status.
      3. Designated Service Area/Need Statement 
          • If a Single project is continuing include all information requested in a), b) and d) below.
          • If multiple Single Projects are continuing each community committee must begin on a new page and include all information requested in a), b) and d) below.
          • If Multiple Projects or Combination Projects are continuing, each community committee must begin on a new page and include all information requested in a), b), c) and d) below.
        1. Identify the Area Project Board and the Community Committee for which it supports.
        2. Provide current information about the designated service area for which the Community Committee is representative. Include a description about the geographic area you serve with the funds awarded through this grant opportunity. Provide the following information for age groups/grade levels: 11-13 years old (6-8th grade), 14-18 years old (9-12th grade), 19-24 years old (young adults) within the designated service area (Community Committee). For each indicator, provide the data source, the year the data represents and age groups/grade levels. Use the most recent data available and data that best represents the designated service area. Identify the designated service area your agency will continue to r serve and include the following data.
          • Designated service area (i.e., Saline County, Downers Grove Township, Austin). The designated service area may be comprised of multiple counties, townships, municipalities, and Chicago Community Areas. The designated service area may also be a specific municipality(s) in a county(s) such as Decatur in Macon County, municipality(s) in a township (i.e., Tinley Park in Bremen Township), a portion of a municipality (i.e., southeast portion of Peoria) or a neighborhood(s) in a Chicago Community Area(s) (Roscoe Village and Lathrop Homes Housing Development in Lake View). If your agency served a smaller geographic area, provide specifics regarding this smaller area. Include zip codes and boundaries to further describe the geographic area to be served.
          • Type: Indicate if the service area is a municipality(s), Chicago Community Area(s), township(s), or county(s). If your agency is continuing to serve a township(s) or county(s), list all the towns and municipalities. Be sure to indicate the number of towns or municipalities in the township and/or county and if all or specific towns or municipalities received services.
          • Setting: Indicate if the designated service area is urban, suburban, rural, or other urban.
          • Description of the designated service area: Indicate the main source of industry/ business, housing (i.e., housing developments, farms) libraries, park district programs, institutions of higher
            education).
          • School Information: Indicate the total number of schools serving 6-12th grade students and young adults (elementary, middle/junior highs, high schools, alternative schools, charter schools, private/parochial schools) in the designated service area. Also include the type of schools serving the targeted age groups for this grant program (i.e., middle schools, 7-8th grades) by community.
            NOTE: If your agency is continuing to work with multiple communities (i.e., two counties, two municipalities), provide the aforementioned information by community.
          • Identify any unique characteristics of the designated service area served, if applicable (i.e., diversity such as culture, religion, sexual orientation).
          • Describe demographic information: socio-economic, population (total number of residents, age groups, race, ethnicity), family structure, and youth employment.
          • Include current consequence data for the youth population (i.e., school drop-out, expulsions, substance use, teen pregnancy, violence, status offenses).
          • Area Project Board: The grant requires that Area Project Board members 1.) contribute to the success of the program and 2.) represent the designated service area and thereby the associated Community Committee. Describe how each specific member of the Area Project Board will 1.) contribute to the success of community committee and 2.) describe how each member represents the designated service area described above.
        3. Required ONLY for applicants seeking continuation funding for Multiple Projects or Combination Projects
          The CYS program model may reflect a one-to-one ratio of one Area Project Board working with a single Community Committee or a one to multiple ratio, because of this, if multiple Community Committees are requested to be supported by a single Area Project Board, it will be necessary for the applicant to provide clear and convincing evidence/justification in the program narrative describing the need to combine Community Committees under a single Area Project Board. While applicants may request multiple Community Committees under a single area Project Board, they will only be funded if the need, benefit and Area Project Board representation is met and supported with convincing evidence/justification. Beginning on a separate page, the applicants must:
          • Make the case as to why the proposed Community Committees should be combined under a single Area Project Board - discuss the communities' commonalities and the circumstances that uniquely tie them together; demonstrate/justify why it is more beneficial for a single Area Project Board to oversee the proposed number of Community Committees rather than develop a local Area Project Board.
          • Describe how each specific member of the Area Project Board will contribute to the success of each Community Committee and represent each of the designated service areas (Community Committees) proposed. The grant requires that Area Project Board members must; 1.) contribute to the success of the program and 2.) represent the designated service area (Community Committee).
        4. If multiple Community Committees are requested, please complete Appendix 4 for each Community Committee and include it/them as Attachment 9.
      4. Description of Program Services 
        If multiple Community Committees are requested, each Community Committee must begin on a new page and include all information requested below.
        1. Applicant Agency provided the following information regarding the services that will be continued in the designated service area. The following services to be continued in the designated service area.
          • Describe the types of assessment update methods that will be used to either develop or enhance services in the designated area. Describe the types of objective data that will be collected, summarized, and presented to the Community Committee. Include the data sources that will be used to collect the data.
          • Describe the updated key informants (i.e., school personnel, law enforcement) interview and the types of information that will be collected. Provide examples of the types of content covered during a key informant interview.
          • Representatives from the following grant programs interviewed as part of the key informant interviews, if available in or near your agency's designated service area: (1) Comprehensive Community-based Services (CCBYS), (2) Redeploy, (3) Juvenile Justice Councils, (4) County Probation Departments, (5) Teen REACH, (6) Community Youth Employment Program, (7) Homeless Youth and (8) other youth-serving organizations.
          • Describe the updated resource assessment that will be conducted. Indicate the type of resources that will be identified and the process for gathering this information.
          • Describe the updated environmental scan that will be conducted. Indicate the type of resources that will be documented and the process for gathering this information.
          • Provide a timeline and activities associated with the completion of each type of updated assessment and community action plan.
          • All Established Committees, must include assessment Information as Attachment 8 (see Appendix 8)
        2. Describe the types of activities and methods that will be used to continue developing or enhancing the Area Project Board.
          • Indicate the Area Project Board status.
          • Indicate the name of the Area Project Board and the year it was established. Indicate the total number of members serving on the Area Project Board.
          • An established Area Project Boards, must mention the missing sectors, if applicable, and describe the agency plan to recruit missing sectors.
          • Established boards, must describe successes including the data collected demonstrating the accomplishments of the Area Project Board.
          • Describe the type of support the Area Project Board provided to each Community Committee proposed.
        3. Describe the Community Committee(s).
          • Indicate the Committee Status.
          • Indicate the name of the Community Committee and the year it was established.
          • Identify the Community served by the Community Committee.
          • All established Community Committee(s), must show the total number of members and the sectors represented. Include Community Committee Information Forms as Attachment 9 (see
            Appendix 4).
          • An established Community Committee, must indicate missing sectors, if applicable, and describe the agency plan to recruit missing sectors
          • Provide a timeline and activities for recruiting sectors
          • Describe how your agency engaged and communicated with the Youth Committee.
          • Describe how your agency's Youth Worker lead the Community Committee in the development of a community action plan. Indicate the processes used for engaging the Committee and the anticipated timeline for completion of the plan.
        4. Describe the Youth Committee (YC).
          • Indicate the Youth Committee Status
          • Indicate the name of the Youth Committee and the year it was established.
          • Identify the Community served by the Youth Committee.
          • All established Youth Committee(s), must show the total number of members represented. Include Youth Committee Information Forms as Attachment 9 (see Appendix 5).
          • An established Youth Committee(s) must describe the agency plan to recruit missing Youth to replace missing members.
          • Identify the number and age of the youth that was recruited to serve on the Youth Committee per Youth Committee, if applicable.
          • Describe the characteristics of the youth (i.e., age group) your agency engaged.
          • Describe the strategies that will be used to recruit youth.
          • Describe logistics associated with the Youth Committee (i.e., how often the committee will met, length of meetings etc.).
          • Describe the training provided to the youth serving on the committee.
          • Describe the strategies used to retain and maintain youth participation.
          • Describe the type of activities the youth were engaged in such as developing and planning.
        5. Describe the Youth Referral Guide.
          • Discuss how your agency guided youth in developing the youth referral guide and revising the youth referral youth (i.e., types of services included, format etc.). Include the Youth Referral Guide Form and copy of the referral guide as Attachment 10 (see Appendix 6).
        6. Describe the referral and linkage system.
          • Describe how your agency initiated and tracked referrals and linkages for participants to human, employment and health services.
          • Describe the development or established protocols and procedures for how referrals to employment, human, and health services were and will be made.
        7. Describe the promotion of job training and youth employment opportunities.
          • Describe how your agency identified, regularly maintained and determined the best resources used to promote job training and youth employment.
          • Describe how your agency utilizes the protocol and procedures to initiate referrals to job training and youth employment opportunities.
        8. Describe activities and strategies.
          • Describe how your agency guided the Community Committee in the selection of strategies and activities.
          • Describe how your agency implemented, delivered and tracked strategies and activities related to the objectives found in Section A: Community Youth Services - Program Description
          • Describe how your agency averted duplicating, promoting, and complementing existing services in your service location.
      5. Evaluation
        To ensure accountability at all levels of service provision, IDHS implemented the practice of performance-based contracting with its grantee agencies. The articulation and achievement of measurable outcomes help to ensure that we are carrying out the most effective programming possible. Data collected related to performance and outcome attainment may be considered when determining eligibility for years two and three continuation funding and may be considered when determining funding allocation in continuation years. Your agency performance and outcome data will be considered when making future funding decisions. At minimum, all applicants will be expected to collect and report data indicators and performance measures. Describe how your agency will track, collect, process and evaluate outcome data relevant to the Community Youth Service program performance measures. If multiple Community Committees are applied for, indicate if description applies to all, if not provide detail of the differences.
      6. Budget Narrative
        In this section of the application narrative, provide a detailed, no more than 3 pages, Budget Narrative of the items allocated within your proposed budget. This will include all funds budgeted for the program. Identify the source of those funds and detail how the specified resources and personnel are being allocated to ensure the tasks, activities, goals and objectives described in your continuation application will be implemented. Describe the methodology behind the allocation of funds between Area Project Boards and associated Community Committees. Understanding that the primary purpose of these funds is service provision and not administration. Describe the use of any additional funds, other than CYS grant funds, that will be used to support the program. If sub-contractors are planned, please also describe how these funds will be utilized to implement the program.
        Continuation applications for Multiple or Combination Projects; in addition to the above requested information, the applicant must also describe and detail expenditures separately by Community Committee. Please complete a separate (Appendix 13) budget summary sheet and narrative detailing proposed expenditures for each separate community committee and included with the application as Attachment 13
        Please restate and provide a response to each of the following questions as part of your FY21 Budget Narrative.
        1. Does your Agency maintain written procedures that minimize the time elapsing between the receipt and disbursement of grant funds?
        2. Does your Agency comply with/meet the financial management standards of 2 CFR 200.302?
        3. Does your Agency anticipate any immediate cash needs to implement this grant?
        4. Does your Agency have sufficient working capital to fully operate the grant program for 2 months beginning July 1, without advance payment, including initial startup costs and normal monthly grant expenses?
          In addition to the above narrative, the budget must be submitted electronically in the CSA system (Refer to (Appendix 12) for more information). The Budget entered into the CSA system will also include a narrative or detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary and staff names. This narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan. The Budget should be electronically signed and submitted in the CSA system included with the Application as Attachment 13. The Budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
          Please note, your FY 2021 contract will not be processed until your budget has been reviewed AND approved. It is critical that the budget submitted is as detailed as possible including staff names. Subcontractor budgets, budget narratives and actual sub-contracts must be submitted with this continuation application as they need to be pre-approved. Refer to (Appendix 12) for information regarding Subcontractor Budgets. Subcontractor agreements and budgets will be submitted as Attachment 5. of your application.
          If the Continuation Application is for Multiple or Combination Projects; one combined budget must be submitted into the CSA system. For more information about how to access the CSA system, Refer to (Appendix 12).
          Maximum award amounts are determined based on the following:
          • Established Community Committees - Up to $80,000 each.
      7. Attachments to Your Continuation Application Narrative:
        The Attachments should be labeled accordingly and placed in the order below.
        • Attachment 1 Organizational Chart (if there are new updates since FY20)
        • Attachment 2 Resumé of CYS Coordinator, Agency Director and Fiscal Manager, Community Worker (if newly hired since FY20)
        • Attachment 3 Job Descriptions (If newly updated since FY20)
        • Attachment 4 Program Site & Program Contact Information
        • Attachment 5 Program Subcontractor Information, Unsigned Agreements and Budgets (if applicable)
        • Attachment 6 Program Readiness
        • Attachment 7 Signed Linkage Agreements and Memorandum of Understanding (MOU's) with other Service Providers & Referral Sources, External certification and or accreditation
        • Attachment 8 Assessment Information Form
        • Attachment 9 Area Project Board, Community Committee & Youth Committee Form
        • Attachment 10 Youth Guide Form
        • Attachment 11 Youth Employment Form 
        • Attachment 12 Grant Objectives/Action Plan Form
        • Attachment 13 Separate Grant Budget summary sheet pertinent to each specific service area
        • Attachment 14 Executive Summary

Application Submission Instructions 

  1. Submission Dates and Times 
    Applications must be received at the location below no later than 12:00 p.m. (noon) on May 21, 2020. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to: DHS.YouthServicesInfo@Illinois.gov and copy thurman.byrd@illinois.gov . The subject line of the email MUST state: "21-444-80-0846 CYS - Thurman Byrd". Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
  2. All applicants are strongly encouraged to submit the completed grant application (single PDF document) to DHS.YouthServicesInfo@Illinois.gov  utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp . This will ensure large documents are able to cross firewalls and will provide you with a transmission receipt. Please follow the instructions to attach your application. Don't forget the subject line above.
  3. Please follow the instructions to attach your application. Unless otherwise specified, must be submitted via CMS File Transfer Utility by the designated date and time listed above. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the Provider bears the burden of proof that the application was received on time at the email location listed above.
  4. Other Submission Requirements
    All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. With the exception of letterhead and stationery for letter(s) of support (not required), the entire application should be typed in black ink on white paper. The program narrative must be typed single-spaced, on one side of the page, with 1-inch margins on all sides. The continuation application must not exceed 27 pages, including the Executive Summary, Capacity Agency Qualifications, Designated Service Area/ Need Statement, Description of Program/Services, Evaluation and Budget Narrative. The Uniform Application for State Grant Assistance, Attachments, Appendices, Uniform Budget Template/Narrative and FY21 CYS Action.
    The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below. The complete application must be submitted in a single PDF document to DHS.YouthServicesInfo@illinois.gov The subject line of the email MUST state: "21-444-80-0846 CYS - Thurman Byrd". Applications will ONLY be accepted by email as described herein. Hard copies, faxed copies, copies on disk or thumb drive etc. will not be accepted.
    The Department is under no obligation to accept applications that do not comply with the above requirements.
    1. ALL Applications MUST include the following mandatory forms/attachments in the order identified below.
      1. ALL Continuation Applications MUST include the following mandatory forms/attachments in the order identified below.
        1. Signed Uniform State Grant Application
        2. A statement or screenshot indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified.
        3. Statement indicating the ICQ & PRA have been completed.
        4. Continuation Proposal Narrative
          • Executive Summary
          • Capacity - Agency Qualifications
          • Designated Service Area/ Need Statement
          • Description of Program Services
          • Evaluation
          • Budget Narrative
          • Attachments to Your Application
            • Attachment 1 Organizational Chart (if there are new updates since FY20)
            • Attachment 2 Resumé of CYS Coordinator, Agency Director and Fiscal Manager, Community Worker (if newly hired since FY20)
            • Attachment 3 Job Descriptions (If newly updated since FY20)
            • Attachment 4 Program Site & Program Contact Information
            • Attachment 5 Program Subcontractor Information, Unsigned Agreements and Budgets (if applicable)
            • Attachment 6 Program Readiness
            • Attachment 7 Signed Linkage Agreements and Memorandum of Understanding (MOU's) with other Service Providers & Referral Sources, External certification and or accreditation
            • Attachment 8 Assessment Information Form
            • Attachment 9 Area Project Board, Community Committee & Youth Committee Form
            • Attachment 10 Youth Guide Form
            • Attachment 11 Youth Employment Form 
            • Attachment 12 Grant Objectives/Action Plan Form
            • Attachment 13 Separate Grant Budget summary sheet pertinent to each specific service area
            • Attachment 14 Executive Summary
        5. Uniform Grant Budget - The proposed budget must be entered, signed and submitted in CSA and is required for the application to be considered complete. A hard copy of this signed and submitted budget must be included with the continuation application.
      2. Unique entity identifier and System for Award Management (SAM)
        Each applicant is required to: (i) Be registered in SAM before submitting its application; (ii) provide a valid unique entity identifier in its application; and (iii) continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by the Department. The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements and, if an applicant has not fully complied with the requirements by the time the Department is ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant. Please refer to Section A. Eligibility Information & Grant Funding Requirements for additional information and detail regarding SAM.
      3. Intergovernmental Review
        This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs,".
      4. Funding Restrictions
        The applicant must develop a budget consistent with program requirements as described in Program Description and in accordance with Section C. 6 Grant Funds Use Requirements.
        The Department will not allow reimbursement of pre-award costs under this funding opportunity.

Award Administration Information

  1. State Award Notices.
    Providers recommended for continued funding under this Notice of Funding Opportunity following the above review will receive a Notice of State Award (NOSA). The NOSA shall include:
    • Grant Award Amount
    • The terms and condition of the award.
    • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.
      Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov
      A written Notice of Denial shall be sent to the Providers not receiving awards. The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
  2. Administrative and National Policy Requirements.
    The agency awarded funds shall provide services as set forth in the DHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
    To review a sample of the FY2020 DHS Uniform Grant Agreement, please visit the DHS Website at http://www.dhs.state.il.us/page.aspx?item=29741.
    The agency awarded funds through this Funding Notice must further agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). Additional terms and conditions may apply.
  3. Required Reporting
    1. The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 30th of each month for the preceding month by email.
    2. Quarterly Narrative and Performance data reports will be submitted by email in a format prescribed by the Department, no later than the 30th of the month immediately following the quarter for the preceding quarter.
    3. Year-End Financial, Narrative and Performance Data reports will be submitted by email in a format prescribed by the Department, no later than 30 days following the end of the fiscal year.
    4. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.
      1. Quarterly program reports for Established communities will include the information listed below:
        1. Unduplicated and duplicated number of participants served for demographics (age, gender, race, and ethnicity)
        2. Number of participants and sectors participated on the Area Project Board and Community Committee(s)
        3. Number and age of the participants that served on the Youth Committee
        4. Number of Area Project Board, Community Committee(s) and Youth Committee meetings held
        5. Direct, Organizing and Advocacy Program service activities - number of sessions/activities, length of sessions/activities, frequency of sessions/activities, content covered
        6. Participant and community outcome information (, promotion/graduation, school attendance, homework completion, improved grades, rates associated with problem statement, goals and objectives)
        7. Provider agency administrative information: staffing, sites, subcontracts and other program information as required.
      2. Required Program Deliverables for Established Communities:
        1. The Provider will maintain on site the FY21 Youth Referral Guide and a distribution plan for the Youth Referral Guide.
        2. The Provider will maintain on site the FY21 distribution plan status update.
        3. The Provider will maintain on site the FY21 updated Assessment Summary for each Community Committee.
        4. The Provider will maintain on site the FY21 CYS Community Action Plan for each Community Committee.
        5. The Provider will maintain on site the FY21 updated (every two months) resources, for promoting job training and youth employment opportunities with 16-24-year-old youth. A total of four (per quarter) updates are expected by May 31, 2021.
        6. The Provider will maintain on site the FY21 Area Project, Community Committee(s), and Youth Committee(s) meeting agendas and meeting minutes including any handouts or presentations and rosters for each group (Area Project, Community Committee(s) and Youth Committee).
        7. The Provider will submit year end Financial, Narrative, and Program Performance data reports. The performance reports must describe implementation of the services and activities, results (data) regarding successes related to the goals and objectives as indicated in the CYS Action Plan, as well as successes, challenges and plans to overcome challenges. Reports will be submitted by email in a format prescribed by the Department, no later than the 30th of the month immediately following the quarter for the preceding quarter.
        8. Additional annual performance data may be collected as directed by the IDHS in a format prescribe by the Department.
  4. Payment Determination
    1. Payment Determination
      1. Applicants identified as low risk on the ICQ: Applicants identified as low-risk will receive monthly advance payments. An initial 2/12 of the Award amount will be issued upon execution of the agreement; and may be rounded to the nearest $100.00. Subsequent payments will be issued, after reconciling all current and previously reported expenditures, ensuring the Applicant maintains a 1/12 rolling advance.
      2. Applicants identified as Medium to High Risk on the ICQ: An annual determination will be made regarding the need for a working capital advance. This determination will be made based on information submitted by the applicant as part of the FY21 Grant Application/Plan process. Applicants will be placed in one of the following payment categories:
        1. For applicants that indicate insufficient working capital to fully operate the grant program for 2 months beginning July 1, will receive an initial working capital advance payment of 2/12 of the Award amount upon execution of the agreement; and may be rounded to the nearest $100.00. Subsequent payments will be issued on a reimbursement basis and will consider all previously submitted and documented expenditures.
        2. For applicants that indicate sufficient working capital to fully operate the grant program for 2 months beginning July 1, grant payments will be issued on a reimbursement basis that will consider all previously submitted and documented expenditures.
    2. The Department will compare as applicable, the amount of the initial advance/working capital payment made to date with the documented expenditures provided to the Department by the Applicant.  
      1. Applicants identified as low risk on the ICQ: In the event the documented services provided by the Applicant do not justify the level of award being provided to the Applicant, future payments may be withheld or reduced until such time as the services documentation provided by the Applicant equals the amounts previously provided to the Applicant to ensure each payment advanced does not exceed 1/12 cash-on-hand. Failure of the Applicant to provide timely, accurate and sufficiently detailed documentation will result in delayed payments and may result in a reduction to the total award.
      2. Providers identified as Medium to High Risk on the ICQ: In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely, accurate and sufficiently detailed documentation will result in delayed payments and may result in a reduction to the total award.
    3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.
    4. In the event payments made by the Department to the Applicant exceed the total amount of Applicant reported and Department authorized expenditures, the provider will be required to issue a repayment to the Department in an amount equal to the overpayment.

State Awarding Agency Contact(s)
If you have questions relating to this Continuation Funding Notice, please send them via email to: DHS.YouthServicesInfo@Illinois.gov and copy thurman.byrd@illinois.gov  with "CYS FUNDING NOTICE -Thurman" in the subject line of the email.

Community Youth Services Continuation Application (pdf)